Training Workflows

Training Workflows can be created at anytime after a document or form template is created in the Vault. See How to Assign Training below and How to Edit a Workflow in Progress for more information on navigating to points where training can be configured and how Task sequences can be added.

The first default workflow step is automatically created and assigned to Trainees. The trainees will be assigned in a later step, or at any other future time.

The second workflow step represents an approval workflow task. Training can be completed without this task, but this task is required if companies want to assign expiration or competency to the completed training. Approval may be conducted by a single user or group.

Save the workflow when you are satisfied it has been created properly. Then select Finish. A screen will appear to select individuals or groups to assign the training. Select the Finish button when completed. Notice on the training tab that you can add users for training by selecting the Add Users button.

For training workflows, you can insert a task before the trainee task if you need to determine requirements before trainees receive the training. Also, if you have multiple approval tasks in sequence to approve training, the last approval will take precedence when assigning training expiration or competency. It is recommended that when configuring a training workflow that requires approval that users configure the workflow to return back to the trainee for retraining upon rejection.

When a group is assigned training, all users will be notified individually. When a user is removed from the group and they have not completed their training, the training requirement will be removed from their task list. If a user is disabled, they will still have the training requirement in their task list. When this type of user is enabled, all required training will become a task in their task list.

When the training process, you have the capability of configuring the training workflow so that a user can approve the training and also establish competency and retraining criteria. By default all training workflows will have two task sequences in the workflow. The first step will be the training assigned to the trainee. The second step by default will be an approval step. This step can be assigned to a Supervisor dynamically or to a specific person in charge of training for the document or form.

In order to approve training, the user must first complete the training by viewing the document or form. Once the user has competed the training the user that is assigned to approve the training will receive a task in their task list. The task will be similar to the following image:

Training Task View

 

At a basic level, users who are assigned to approve training need to select the task form the Task List, then click the Approve (or Deny) option to approve or deny the training task. Users can key in additional comments if they wish before approving the training. Before approving training the approver may also select competency and setup the training so that the user is retrained after a certain period of time. Refer to the topic Training Expiration below for more information.

If a training approver selects deny for the training, the training workflow will follow the negative outcome path configured in the workflow. If you want the training to return back to the trainee, the Approval Task sequence needs to be configured to return to the first sequence.

An approver can verify if the trainee completed their training by looking at the history associated with the document or form. That history will show you when the user viewed the document and when they completed their training task.

When establishing training on an object there are two default sequences already setup in a training workflow. The first workflow step is automatically created and assigned to Trainees. The trainees will be assigned after setting up the training workflow. The second workflow step represents an approval workflow task. You must fill out the first ("General") of the four tabs at a minimum. Refer to Configuring Tasks for details. Approval may be conducted by a single user, a group, or is not needed at all. You must select each of the approvers individually.

We recommend that you assign approvers at least viewer rights to documents or forms where they are an approver. If a list of individuals are setup to approve the training, or multiple approval steps are required, the last VisualVault user to approve training, assign competency, and set training expiration will override all training items set previously in the workflow.

Wherever possible, assign training requirements to groups rather than users. When new members are added to a group, VisualVault will check for training requirements assigned to the group and automatically assign the training requirement to the new user. If you setup one group for each job description you can easily assign training requirements according to the employees position or title.

To add a new Training Setup for a Document or Form:

1. Navigate to the Document or Form Template ID Card where training needs to be set up.

2. Select the Training Tab and click the Create Training Workflow Template button.
   
   

3. Insert and configure the workflow task sequences as needed. See How to Edit a Workflow in Progress for more information.

4. Save Template when your Task Configurations are Complete and select Finish. At this point a new window will appear.
   

5. Select a Group of users and add it to the Training Required for field.
   
   

6. Close the window when complete.
   
   

The workflows for Training are customized to allow the trainee to sign-off as having read and understood the training, and the approver to determine competency. The trainee task is similar to any other general task in VisualVault and should be signed off accordingly.

Trainee will receive the following types of tasks indicating that they have training. The trainee will view the document by selecting the icon in the view column. Once the trainee has read and come to understand the document, they will then select the task check box and select Complete at the top of the task list. By following these steps the trainee is acknowledging that they have read and understand the assigned document.

Training Completion Task View
 

The approver will receive a special approval task which will then be selectable from the Task List under the Training Approval tab. The approver can fill out commentary and accept or reject the findings of the training assignment. They can also include a measure of competency and expiration date. VisualVault simply provides the record and does not tell users how to measure competency; this is up to the organization to define. If the expiration date is set, the training will be assigned again shortly before the date selected. This can also be used for re-certification requirements. When multiple approvers or approval sequences are setup in the training workflow, the last approver has the final determination as to set competency, and expiration. See the section Approving Training above for more detailed information.

User Training Records

Navigate to Control Panel - My Account - My Training. You can also select Training from the user icon menu in the the top right corner of any VisualVault page.

This view shows the training requirements and training completed on a user by user basis. The Doc ID of the item trained on, the Description of the document, the Revision Number, the Training Status (Training Required, Approved, Pending Approval, Not Approved), Approval Route, and Training Date Completed are all displayed on the training grid. The Approval Route column can be used to modify training so a different user may approve the training.

My Training Detail View

 

Document and Form Training Records

For a document, navigate to Documents - Document Library - (find the document of interest) - Document ID.
For a form, navigate to Forms - Form Templates - (find the form template of interest) - Form Template ID.

Select the Training tab to view the training required and the training completed. This view shows the training requirements and training completed on a document by document basis. The User ID, the Training Status (Training Required, Approved, Pending Approval), Revision, Approval Date, Training Date, Expire Date, and Competency are all displayed on the training grid.

Document/Form Training View
 

Vault Training Records:

Navigate to Reports - Training Log.

A master log of all training is maintained for all users within your VisualVault database. You can use the filter controls to query and parse this listing.

Training Log View

 

User Account Training Records:

VaultAccess users or Supervisors can view a users training records by navigating to Admin Tools - Users - Select a specific User - Select the Training Tab. This view will give a report of all training needed and completed by a specific user.

User Account Training View

Auditing Training

Administrators can audit if users viewed the document or form template as part of their training and can determine if the user completed the training in a reasonable time frame after viewing the document or form. To audit training on a document you will:

1. Navigate to the Document ID Card of the document you want to audit.

2. Verify when training was completed on the Training tab.

3. Select the History Tab.

4. Find the event when the user viewed the document at approximately the same time that the training was completed.

5. The Audit log should show that the user viewed the document and then in a reasonable time frame completed a training task.

When auditing if training has occurred for a form, navigate to the Form Template that you want to audit or the User ID Card - History tab. Filter either view for Trainee task assignment completed. When viewing training for a form template, the audit trail is not available to show that the user viewed the template. The only item available is when they completed their task.

Users with editor rights or higher have the ability of managing training on documents.

Training expiration helps ensure that employees are trained on certain procedures on a specific interval. In order to accomplish this, an approval step must be configured in the training process. Those assigned to the approval step will determine when the next training must happen for the user by setting the training expiration date. When the training expiration date is reached the trainee will receive an email notification from VisualVault and will receive a new task in their task list to retrain.

If a new version of the training document were created in VisualVault, training will be initiated immediately. The training that would have been created by the expiration of the previous revision will not take place. The release of the newest revision will give the next opportunity to set retraining requirements for the future.

From the point of view of the user who manages training, they will see a record for each time that a user was trained on a specific document. In other words, a training record will exist for each released revision of a Document or Form Template.

There are several ways that training history can be checked inside of VisualVault to audit whether training occurred on the documents. The following is a list of locations where users can verify the occurrence of training for a user:

• User's Training Log - Verify that the user completed their training and that it is approved.

• User's History - Determine when users view a document and when they completed their training.

• Document History - View when a user viewed the document and completed the training workflow.

• Form Template History - Determine that a user completed their training assignment.

• VisualVault Training Log - Shows record of training for multiple users. A supervisor will see the users they supervise, while VaultAccess users will see all users.

How can you determine the training status for yourself, or for other users in VisualVault? If you are trying to determine your training status the best place to go is to the My Training menu under My Vault. All items that say "Required Training" need to be completed. Items with Pending Approval, or Approved mean that the approver needs to approve, or has approved the training. Items that have Not Approved next to them have the training rejected. In this circumstance the workflow did not route the training back to you. If you want the training to route back to you or other users who have their training rejected, the training workflow template should be modified for the next time training is initiated.

How can you view the training status for other users? Review the topic on How to View Training Records above.

Training log is visible to Supervisors, VaultAdmin and VaultAccess users. It is accessed by navigating to Reports - Training Log. The Training log will show a list of employees a supervisor has responsibility for, or a list of all users for administrative users. The list can be sorted and filtered to find training for specific documents or VisualVault users.

Training Log View